Meeting Maker to Zimbra Migration

Sumatra Development has extended its technology, allowing users who want to move from legacy Meeting Maker to Zimbra. As is the case with our other migrations, this allows you to preserve all of your meetings, activities, tasks, contacts and mission-critical scheduling information. We can convert multiple attached Meeting Maker servers.

Unlike other migration solutions we work by porting a Meeting Maker server directly into a Zimbra server rather than moving one client calendar at a time.

Example

So for example in Meeting Maker Adam invites Claudette to three meetings to which she responds in three different ways. The following show their respective calendars before in Meeting Maker and after in Zimbra.

	Meeting Maker	Zimbra
Proposer
Guest

We've done migrations from Meeting Maker 5.5.x, 6.x, 7.x, and 8.x. If you want to move to Zimbra and take all your scheduling information along, contact us to arrange to see how.

How does this work? In two phases. Phase I involves extracting the Meeting Maker server data and putting it into a useful RDBMS form (usually MS Access, though it's simple for us to convert directly to SQL). Phase II takes our database and imports it into Zimbra. Our insertion code uses the REST format.

On average we convert one Meeting Maker server per week. We've converted data in North America, Australia, and Europe. Whether your server is on Windows, Macintosh, or UNIX we can migrate it to Zimbra.

When you're ready to make the switch contact us.

The following table outlines what is migrated and any limitations to the migration.

Item

Zimbra

Comments

Meeting agenda

MM Agenda inserted in the body of the Zimbra meeting invitation.

Recurring Meetings

One exception: Meetings which occur monthly on multiple specific weeks are migrated as weekly recurring meetings on a single week and can be reset at the option of the meeting owner (known to us as “The Refrigerator Bug” since it shows up usually in “Clean Refrigerator” messages on 1^st and 3^rd Fridays.

Recurring Meetings that fall on weekends/ holidays (also known as “Weekend Move”)

Meeting Maker can be set to move the meeting to the next or previous workday. For example, a meeting every “15^th of the month” sometimes falls on a weekend.

In Zimbra the meeting is instantiated on the 15^th . The Weekend Move capability is skipped -- there is no corresponding Zimbra capability for this feature.

Recurring Meetings with Exceptions

Transfer with no problem for exceptions on both master meeting and guest response.

Private appointments

Functionality does not exist in Zimbra

Conference Rooms / Locations

Resources

Roles (e.g. cc / bcc )

Zimbra has only ATTENDEES (no optional / cc: option). So we map all roles EXCEPT BCC: to Required. BCC’s cannot be added to a Zimbra guest list (otherwise they would be exposed which negates the nature of a BCC)

MM Role	Zimbra Role
Required	Required Participant
Optional	Required Participant
CC	Required Participant
BCC	(put ONLY in BCC calendar)
All Other	Required Participant

Meeting Responses

MM Response	Zimbra Response
Yes	Accept
No	Decline
Later, None, Invalid	No user response- keeps invitation in calendar with NEW flag unless historical meeting
CCINCAL	Accept
All Other Responses	No user response- keeps invitation as NEW in calendar unless it’s an historical meeting

Track Invitation response - accepted or declines

Accepts/declines invite. Deals with invitations from calendar rather than from Inbox

Track Invitation response - later, none

Keeps “New” status in calendar UNLESS the meeting is historical (then Sumatra deletes the invitation)

Track Invitation response - "ccincal"

Accepts invitation and puts in calendar..

Comments

MM's Invitee's comments dropped.

Meeting reminders

MM "Day of" alarm set to 12am.

User defaults/options

Not converted

Time zones of meetings / activities

MM Version 6 set to single time zone; MM Versions 7 and 8 set to UTC (will require slightly separate interface for MM 6.x)

Store Expired Meetings Activities/ Appointments

No problem

Public and Private Groups / Quicklists

Not transferred. They are in the extracted database, though, and can be copied to recreate them in Zimbra.

Labels

Can’t match colors in Outlook / Zimbra.

To-dos

Tasks in Zimbra 5.0

Contacts

Transferred

Banners

We currently extract them and convert them to All-Day Events

Proxies (Delegates)

Zimbra has calendar sharing capability. We're looking at the best way to implement this.

Holidays

Zimbra has no server-wide Holiday capability but Sumatra can insert holidays on each individual’s calendar if desired

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